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Vacancies

Team Secretary / Document Controller

Bicester

RED is an award-winning building services design consultancy.  Due to continuing growth, an exciting opportunity has arisen. We are looking for an experienced Team Secretary / Document Controller to join our friendly, fast paced and creative working environment.  This is a permanent position reporting to the PA/Office Manager where the successful candidate will have specific responsibility for providing support to engineering staff via the accurate filing and document management of drawings and other project related documents and maintain efficient document control systems in line with QA procedures.

Role Requirements

  • Experienced in all types of document filing and management (e.g. images, document minutes, specifications, etc)
  • Highly proficient in the use of online document portals, biw, connect, buzzsaw or equivalents
  • Experience using SAP
  • Excellent time management skills
  • Ability to prioritise own workload
  • Pragmatic and flexible approach to tasks
  • Excellent attention to detail
  • Excellent interpersonal and communication skills both written and oral
  • Hours flexibility (able to carry out overtime at short notice)
  • Competent in research aspects and presenting findings
  • Good analytical skills
  • Ability to prepare impactful and succinct graphical information from multiple data sources
  • Good understanding of business issues and eager to work in an international environment
  • Previous Document Control experience is desirable
  • Previous team secretarial support experience (essential)
  • Minimum of 3 years’ relevant experience in a similar role

Role Responsibilities

  • Providing support to engineering staff via the accurate filing and document management of drawings and other project related documents and maintain efficient document control systems in line with QA procedures.
  • Input document data into standard registers ensuring that the information is accurate and up to date
  • Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
  • Maintain the files and control logs as required by the project
  • Organise, manage and file document receipts and distribution lists, project documents and drawings in conjunction with project and corporate naming and numbering procedure
  • Maintain accurate registers.
  • Ensure team compliance with project document control and project document numbering procedures
  • Check all emails (incoming/outgoing) documents – For Incoming
    • Download documents via (email/FTP/Box)
    • Record the incoming documents
  • For Outgoing Documents:
    • Check the documents (revisions, Revision Clouds, versions, etc..)
    • Prepare the Transmittal Sheet
    • Issue/upload documents via (email/FTP/Box) to Front office or client
    • Record the Issued drawings
  • Maintain and organise hard copy documents in “blue folder” system, together with hard and soft copy filing of drawings, or other project related documents
  • Scan documentation and liaise with external reprographics company
  • Archive, retrieve and store documentation adhering to company standards and policies
  • Check that all information complies with specified company formats, templates and standards
  • Assist with quality checks and audits of document databases, identifying and correcting any anomalies
  • Assist with the coordination of document management across the whole project including policies, protocols and practice
  • To manage our client facing services on a daily basis and to perform a variety of administrative and clerical tasks, supporting the wider admin team.
  • Provide an exceptional meet and greet service at all times, proactively welcoming visitors and clients
  • Manage the meeting space diaries and process all requests efficiently and professionally
  • Organise, set up and clear refreshments/catering when requested
  • Perform regular meeting room and waiting area checks throughout the day
  • Pre-book all external guests in security system
  • Issue temp passes and keep the pass log updated
  • Handle all incoming telephone calls/enquiries promptly giving a warm, courteous welcome and using the agreed salutation. Take messages and forward in a timely manner where appropriate
  • Monitor and order all stationery stock, office, flat & kitchen consumables.
  • Management and organisation of CPD Seminars and organisation of refreshments and catering as appropriate
  • Book couriers and receive packages for distribution
  • Deal with incoming email and post and scanning documents
  • Administration of holiday entitlement for engineering staff
  • Take delegated responsibility for making domestic and international travel arrangements, preparation of itineraries and insurance documentation for engineering staff
  • Assist engineers with completion of expenses/timesheets/ Work Schedules
  • Provide support to complete PQQs, and other business related documents

Specific Business Understanding 

  • Previous experience / background in consulting or construction industry preferred.
  • Good understanding of international working and business operations of a global consultancy.
  • Previous experience / background in consulting or construction industry preferred.
  • Good understanding of international working and business operations of a global consultancy.

Benefits

Salary is commensurate with experience.
Our people work in friendly teams, we offer a comprehensive benefits package and are an equal opportunities employer.

 

Interested applicants may send their resume to careers@red-eng.com
NO AGENTS PLEASE.

Location: Bicester

Region: Europe

Salary: Competitive

Ready to join the team?

If you think you have what it takes to join an award winning team and help RED continue its exciting journey, we want to hear from you.